New DORR Training Manual

  Table of Contents

Overview of Training

 

 

Introduction
 
 
The College maintains Staff and Temporary position descriptions that are in a continual cycle of maintenance. DORR provides the mechanism to keep them updated, with Departments generating an Action in DORR to change and/or post a position.
 The Action will create a new position, or a review and/or recruit action enabled from a current position description.  All candidates hired through DORR are maintained in our Human Resources Management System (HRMS), by creating a PA through the payroll authorization process or by assistance from their Finance Center.  
Discussions with your Department leaders, Talent Acquisition, or Compensation can help you determine the type of Action you will need to create and the documents you will need to gather.  The flow of your Action through DORR will depend upon the type of Action created.   
New, Straight Replacement, or Existing Review and Recruit Action types (described in detail in this training guide), will generally follow this path for approval and final hire:
 
  • Department creates an Action and submits through Department approvals before submitting to Compensation.   
  • Compensation reviews, forwards for Budget Office review (if needed), and approves the action by sending to Talent Acquisition for assistance with search scope, as needed, and/or sending on to HR Operations to have it Posted.   
  • Applicants then apply through applicant portal of DORR. 
  • Positions are closed by the department after pools are reviewed them. 
  • A hiring proposal is submitted to Compensation for review and salary recommendation on a selected Candidate, and reference checking occurs. The Hiring Proposal is reviewed by Talent Acquisition before a contingent offer can be made to selected finalist. 
  • A confirmation of offer letter can be generated through DORR, while the formal written offer letter and acceptance are handled by the Department directly. 
  • Remaining Applicants have to be transitioned to a final state by the department and the Posting is moved to Filled status by Talent Acquisition. 
  • As a final step, Departments create a payroll authorization form, generated outside of DORR, which updates a position with the hired candidate in HRMS. 
 
Reclassification or Equity Review on, a current position description (Action described in further detail in this training guide), will generally follow this path for approval:   
·         Department creates an Action and submits through Department approvals before submitting to Compensation.   
·         Compensation reviews, forwards for Budget Office review 
·         On a Reclassification – Compensation approves – updating the position description in DORR. 
·         On an Equity Review – Compensation approves – updating DORR with Department submitting a PA Smart Form, which the Finance Center uses to update the Employee record in HRMS. 
 
 
Review with your Supervisor the access you will need in DORR to assist with managing positions and recruiting.  Once your access has been determined, you or your supervisor/director will need to complete the following: 
  • A Security Access Form (the same form used with requesting financial system access).   
The link below will take you to the Finance area’s home page, where you or your supervisor can access the form, and provides direction on the steps needed for submission and approvals. 
 
  • Along with the Security Access Form, a signed and dated Confidentiality Agreement must also be on file with the Financial Office, also available through the link above.   
Once the Security Access Form is approved, and there is a Confidentiality Agreement on file, the Security Access form will be forwarded to the Information Systems Department, with Human Resources, to have your account set up and access provided to DORR. 
 
These processes may take approximately one week to complete.  Please talk with your Supervisor if you do not receive notification on the approvals. Alternately, reach out to the Human Resources Office (human.resources@dartmouth.edu) to request assistance from the Human Resource Information Systems (HRIS) Office.
 
 
DORR is a hosted solution, through our Vendor, PeopleAdmin (referred to as PA7 version).  The recommended browsers are: 
  • Mozilla Firefox
  • Google Chrome
  • Microsoft Edge
Please note that while you can access DORR with Internet Explorer, functionality is limited, and it is suggested that you use one of the recommended browsers above to retain full functionality. 
Please utilize the bookmarking features for any of the three approved browsers, but as best practice …
do not save passwords in your broswer and log out of DORR before closing your browser.
 
 
Once you have received notification that your account in DORR is ready, you will use the following link for access. (This link is also sent to you in the notification)
Dartmouth uses single-sign-on functionality, with two-part authentication, for most of the Campus hosted or vendor systems.
Log in will require your Net ID and password, which is the same process used when logging into your computer or laptop each day.  Click on “LOGIN” after you have entered your log in credentials. 
Next part of the two-part authentication process will be the verification and will usually be a phone call to your office or cell phone, by clicking on “Call Me.”  After you respond to the phone call, DORR will be available. 
 
Applicant Portal – this is where applicants can view and apply for open positions and view the status of their applications.
 
URL:      https://searchjobs.dartmouth.edu
Should an applicant need assistance, they may reach out to Human Resources (646-3411) or the Talent Acquisition Team (jobs@dartmouth.edu). HRIS may also assist.  DORR also has a sandbox site used for development and testing.  Access will be provided if participation is required with this site. 
Training Site – contact Human Resources, if you are unable to access through the URL below and your request will be forwarded to DORR HRIS technical support, for assistance.  You must already be established in DORR as a User, to acquire this access, as single sign-on authentication is used to access.  
Training URL:  https://dartmouth-training.peopleadmin.com/hr/shibboleth
This is a clone of our live site and is only updated periodically.  If you find you are unable to log in, contact Human Resources, and they will forward your request to HRIS for resolution.

 
  Technical Assistance for log-in issues
 
Note:  The authentication pieces for SSO are managed by Dartmouth’s Computing Department, and you would need to reach out to them at: 
Email:  help@dartmouth.edu
            Phone:  646-2999
While Dartmouth Computing manages the authentication pieces, occasionally DORR, which is managed by Human Resources through our vendor PeopleAdmin, might not be responding. 
If you can complete the login, but the home page for DORR does not open or you receive a message to contact support, reach out to Human Resources at 603-646-3411 or via email at Human.Resources@dartmouth.edu.  Your email/call will be forwarded for immediate assistance. 
If at any time DORR is unavailable due to an upgrade or is completely down due to technical issues, an email notification will be sent to all approved Users, with active access to DORR, to help keep you informed of delays and when the site is available again.  
Note:   If you have provided guest user credentials to another staff member or search committee that do not have an approved User account in DORR, please reach out to them, letting them know of any down time. While the Guest User Access is provided to Applicant Managers when a position is posted, Human Resources does not know to whom the log in information was provided. 
DORR is also set up to automatically log you out after 15 minutes of inactivity.  When this occurs, you will see a different log in screen.
Depending upon the length of time that the site has been inactive, you may be able to reopen DORR without going through the single, sign-on authentication process, by simply clicking on the blue link, "Click here to log in with Web Authentication (SSO)."
 
 
… but, if a significant time-period has elapsed since you last logged in, you will be taken back to Dartmouth’s single, sign-on pages to authenticate (process mentioned prior). 
Guest Users
 
Guest User access is related to a specific posting and is provided to individuals that do not have an actual User account for log in through web authentication by the Department managing the search. 
The credentials (Username and Password) are provided by your Department to assist with the review of applications and documents.  The URL and instructions will be provided (with the credentials) when review of the applicant pools are active. 
Locked User Account - This only occurs with the Guest User access
When logging in with Guest User credentials, the Username field is not case sensitive, but the password is, and must be entered exactly as provided.  If you are having an issue and attempt to log in three times, in a row, you may receive a message that your account is locked.  Please wait about 30 minutes and your account should unlock automatically, allowing you to enter the credentials provided and log in again.  If you continue to have issues, please reach out to Human Resources for assistance. 
 
Home Page
 
Now that you have accessed DORR, your opening view will be the Home Page, where you can easily navigate to the various features and functionality offered.
The home page is your landing page, and remains the same for each module, of which there are two: 
 
Applicant Tracking System and Position Management (described in further detail in this guide):
 
The Home Page bar located at the very top of your page, provides acknowledgement that you are logged in (see the upper, right-hand side), by welcoming you and providing links to update your profile, access help, and to log out securely. 
 
 
My Profile provides a snapshot of your User account, providing Net ID and additional detail established when setting up your access.  Also available is the ability to edit the email notifications you receive.  When your account is first established, you are usually opted out of email notifications until you become familiar with the system. Notifications can be updated at any time, by you, or you can reach out to human Resources for assistance. This list is comprehensive and will depend upon the User access established.
If any of this information on your profile is incorrect, please reach out to Human Resources (603-646-3411 or human.resources@dartmouth.edu), so that your information can be kept up to date.
Help is a link provided by the vendor for the current version of our DORR system. It provides access to the PowerSchool community, which can be accessed by creating an account. Users will be able to review previously asked questions and seek support from the community, which provides a general overview. Guidance for Dartmouth's tailored functionality is provided in this guide. Human Resources is also available to assist.
Logout should be used every time you close your DORR session. This is secure and recommended.
 
 
Depending upon the access that your Department or Division requested for you, you will have the ability to switch between User Types, by clicking on the drop-down arrow.
 
The User Types are: 
 
Department Level –
These User groups allow the Divisions to tailor access for various Departments within the Division to their specific approval process. Should you have a question on the steps needed for approval for your area, please reach out to your supervisor/manager for assistance.   This is a basic overview of how an Action would flow through DORR, with actions being created at the Department level through to HR Ops for posting. This process will be described in greater detail later in this guide.
 
  • Preparer – can start an Action in the Position Management module and move forward to next Department approver.
  • Applicant Manager – can start an Action in the Position Management module, move forward to next Department approver, return to Preparer or forward to Compensation for review.
  • Reviewer – can start Action, move forward to next Department approver, review/move forward/return to Applicant Manager/Preparer, or forward to Compensation for review.
  • Approver – can start Action and forward to Compensation for review or return to Reviewer/Applicant Manager/Preparer
  • Guest User – access will be provided to the individuals that will be reviewing applicant pools, after a Staff or Temporary position has been posted. These credentials will be provided by your Department, whether you are staff or faculty and do not need an established DORR User account. Each position has position-specific guest-user credentials. 
Human Resources/Budget Levels –
 
  • Compensation – All Actions for review (including Hiring Proposals) are first forwarded to Compensation for review/approval.
  • Budget – This is the Finance and Administration area, that will review Actions for any budgetary concerns, and will speak directly to the Department should there be any clarification needed. Certain schools do not go through the budget review via DORR, such as Tuck. In these cases, budget review happens within the division prior to submission of an action in DORR. Please check with your division HR/Fiscal Officer for further guidance.
  • Talent Acquisition – Assists with recruiting needs, from what type of Action to submit and pool management / candidate dispositioning.
  • HR Ops – This team will be sure your approved Action is posted, providing details of the posting, as well as, working with the Applicant Managers on needed background checks.
The home page bar, as mentioned above, changes its color to orange when in the position management or blue for the applicant tracking.
  • You can easily return to your home page, by clicking on “Home” (on either the orange or blue bar)
  • When on the Orange bar for position management – you access Position Descriptions – Staff and Temporary, and where you will go to generate Actions, creating new positions for posting/review and equity or reclassification on existing positions – described in detail later in this guide.
Accessing Position Descriptions – click on drop down arrow for access to:
  • Staff (list of approved position descriptions you have access to)
  • Staff Actions (list of Actions in progress or approved for postings or position description you have access to)
  • Temporary (list of approved position descriptions you have access to)
  • Temporary Actions (list of Actions in progress or approved for posting or position descriptions you have access to)
 
When on the blue bar, depending upon your Department access, you will have access to: 
 
 
  • All the postings for Staff and Temporary, whether they are posted, closed for review, or filled (again, only those you have access to); and
  • Hiring Proposals (what you see here, will depend upon the Department User type you are assigned.
  • Shortcuts … located on the very far right-hand side of the orange or blue bar toward the top of the page. Currently this feature is not utilized.
Access to other areas or reports, is provided in the My Links box located at the bottom of your home page, also on the right-hand side.
 
 
 
 
This section of the Home page, provides quick access to the various Actions that have been created in DORR using the Inbox and Watch List areas …
 
 
-- and provides a quick snapshot of your filled Postings in the last 30 days, how many applicants have applied in the last week to your posting, along with your inbox items and open postings counts. The view you see will depend on your User Type. These are located on the right-hand side of your home page, provides an overview only, for all the departments assigned to your User account.
Currently, we do not have the ability to edit these graphs/charts, but if you have any suggestions, please send them to Human Resources at:
(human.resources@dartmouth.edu) for future consideration by the Vendor.
 
The additional sections (located on the bottom, right-hand side of your home page:
 
 
  • My Reports will contain access to reports that are generated through the reporting functionality of the site for individual use or by User type. Reach out to your Talent Acquisition Consultant to inquire about the addition of reports that you might be interested in receiving or to see if the data is available through other reporting functionality in the system.
  • My Links - these are quick links to helpful guides, the applicant portal, or specific sites. If there is a link you feel would be helpful to others, please contact your Talent Acquisition Consultant.
Inbox
 
Your Inbox is a quicker way to navigate directly to an Action, Posting or Hiring Proposal (depending upon your access), that may need your attention. (Note:  The Special Handling List functionality is currently not utilized.)
 
 
Watch List
 
There may be times that you will have a need to track where an Action, Posting, or Salary Setting is. These are quickly accessed from the Watch List on your Home Page.
To view an action, click on the Job Title. If you no longer need to watch a particular Action, Posting, or Hiring Proposal, simply click on “Unwatch Posting” located just above the ‘State Owner’ column.
 
There are various areas that you can add an Action, Posting, or Hiring Proposal to your watch list, after they have been created by you. The sample below was an Action created by an Applicant Manager in our sandbox environment, that has received Department approvals, and is with Compensation.  When viewing the Action on the Position Management side as an Applicant Manager, you can click on the red Actions drop down arrow at the end of the line detail and select “Watch” … this will put it on your watch list for easy access at a future date, and can be unwatched at time, as well.
 
 
 
 
For general guidance on creating a search, you can reference the “help” feature found on the top right corner of your DORR home page. 
 
 
After you click on “help,” you will be able to create an account to access the PowerSchool Community.
Please keep in mind that the general guidance may not be relevant to how DORR is customized for Dartmouth needs.  The guidance in this training manual is specific to Dartmouth’s configuration.
 
Saved searches can be created in almost any section and will follow the same steps.  The search criteria in the search fields will change with each section of DORR.  This guide will show how to create a saved search in the “Staff Actions” section.
 
 
Scroll down and click on the button labeled “More Search Options” to open the search menu.
Select your desired search criteria, such as the workflow states you would like to search by.  You must click on a field to view and select the search criteria for each field, except for position # and effective date.  Position # and effective date values must be entered by you. Effective date should be in mm/yyyy format.
 
The workflow state field will reflect the search criteria your view is open to.  Click in the white space anywhere in the field and the drop-down menu will appear at the bottom of the field, along with a “select all” and “unselect all” button.
 
The “select all” button will select all available search criteria in the drop down. If you want to keep the search terms that are already selected, leave those selections as is and just select any additional fields you want to add to your search.
 
If you do not want to include the current search criteria, click on “unselect all” and select search criteria from the drop-down menu.  For this example, all “Awaiting Additional Information” statuses have been selected. 
Once you have all search criteria selected, click on the “search” button circled above.   The search results will appear below the search criteria fields.
“Save this search?” will appear at the top of the search results section.  Click on the link to save your current selected search criteria.
 
The menu below will appear. If you would like the search you have created to be what populates when you go to the section you’re currently in (such as the “Staff Actions” section this is under) check off the check box that says “Make it the default search?” If you would like the search you have created to overwrite a previous search you have done, click the next checkbox and select the search you would like to overwrite.
 
Then fill in the name you would like to save the search under. For this example, the search has been saved as “Awaiting Additional Info.”
Click on the blue “Save this Search” button.
You can now get to your saved searches by going to this menu:
 
If you would like to delete the search, go to the search and scroll down and click the link labeled “Delete this search?” Click on the “Ok” pop-up to confirm.
 
 
 
You’ll determine which action type you’ll need to create by consulting with your department leaders.  The types of actions available are:
 
  • Straight Replacement:A currently budgeted position from which an incumbent is leaving. No changes to the position description may be made.
  • Existing Review & Recruit:A currently budgeted position from which an incumbent is leaving, accompanied by changes to the current duties, title, or schedule. If duties are changing by more than 30% in nature, the New Position action type must be used instead. Updated org charts are helpful but not required for this action type.
  • New Position:A newly created position, an additional FTE of an existing position, or revisions to a currently budgeted position from which an incumbent is leaving and the duties are different in nature by 30% or more.Requests for New Positions must be accompanied by an updated org chart.NOTE: If an existing position is not already in DORR, enter as a New Position.
  • Equity Review:A current position in which no changes are requested to the position description, but a market or internal equity review of the incumbent's salary is requested. Requests for Equity Reviews must be accompanied by incumbent's updated resume and departments updated org chart.
  • Reclassification:A request to review an occupied position due to changes in the incumbent’s duties or title which may or may not result in a change to position classification. If duties are changing by more than 30% in nature, the New Position action type must be used instead. Requests for Reclassifications must be accompanied by incumbent’s updated resume and an updated org chart.
  • Temporary Position:Employees have a temporary status if working on an “as needed” basis, or when working either full or part-time with the understanding that the employment will normally terminate within nine months from the start date or upon completion of a specific assignment. Hours worked may fluctuate depending upon the needs of the particular department. Seasonal employees are included in this employment status.
 
It’s recommended that any new position descriptions be drafted outside of DORR first for review, edit and approval.  A position description template can be found here: https://www.dartmouth.edu/hr/benefits_compensation/compensation/position_descriptions.php
 
Click on the link “Position Description Template (Word)
 
If the Action you are submitting is funded by a grant or is budgeted for a determined period of time, use the following definitions as a guide: 
 
  • Term Position:usually lasts between 9 and 36 months, full or part-time, and are benefits eligible.An incumbent may become a regular employee before the term’s end date.At that time, a request must be submitted for an Existing Review and Recruit.
  • Grant Funded:grant funded positions are funded by soft money and as such, continued employment depends upon the continued availability of grant funds.Grant funded positions might not have specific end dates.Grant funded positions do not require a new request if funding continues.If funding were to end for any reason, the position may be terminated with a minimum thirty (30) days notice.
 
Identified hires must be approved by the Office of Human Resources. The Action created within DORR requires the date and initials of the Human Resources Consultant that has approved the request for an identified hire.
Temporary identified hires do not need human resources approval.
Once a position has moved forward to be posted, a link will be sent directly to the Department Contact for Recruitment Inquiries by HR Operations. The hiring department must send the link to the proposed employee to complete their application and submit any required documents for HR Comp to properly assess their qualifications for the specific position. The Applicant Manager will then be able to “Recommend for Hire” and begin the “Hiring Proposal”. The remaining steps of this process mimic those of an ordinary hire process.
 
 
To start a staff action, go to your DORR homepage.  Be sure to select the User Group you would like to start the action under if you have multiple user types (e.g. Preparer or Applicant Manager).  User group is found at the top right corner of your homepage.
 
 
Click on the three dots at the top left of your homepage and then click on Position Management.
 
 
Click on “Position Descriptions” in the orange bar and select Staff for Staff Positions.
 
            
 
 
 
Click on the orange button on the right side of the webpage labeled “Create New Position Description”
Fill in the title of the new Position and select the Division and Department the new position will be in.
 
Once everything is filled in, click on the blue “Start Action” button to continue.
The first section is “Position Information.” For a new position without a position number enter TBD in the “Position Number” field and Compensation will create a position number for the position. The Position Title will populate from the previous screen. Fill in the “Department this Position Reports to” field and select an SEIU level if the position is in the SEIU. If this is not a union position, select “Not a union position”.
 
 
Fill in the “Position Purpose” field with information about the reason for the positeion in the organization. This should be a succinct summary explanation of the essential function(s) of the role. Please don’t add descriptions that don’t relate directly to the purpose of the role, but consider that this field is searchable from the applicant portal and you might want to choose your wording to maximize findability. Then fill in the next field with other options that were considered before settling on creating the new position.
 
 
Once everything is filled in, click on the blue button on the bottom of the page that says “Save & Continue” to go to the next page.
The next section is “Key Accountabilities.” Fill in the Key Accountabilities for the role and enter the percentage of time anticipated that will be spent on each Accountability. To enter multiple Key Accountabilities, click on the blue button on the bottom left labeled “Add Key Accountability Entry” for each additional accountability.  Take careful attention that the percentages of time for each key accountability add up to 100%. The system will not alert you otherwise (and the percentages don’t up add to 100% more often than you might think).
In this section, to create bullets enter * with a space after it, and to create open nested bullets under solid bullets enter ** with a space after it under the header bullet (this will only work if you have a * bullet first and will create open bullets underneath) such as :
* Leads project meetings
** Presents topics on a cross divisional basis to ensure stakeholder alignment on outcomes
 
Once you have added all the key accountabilities with the percentage of time anticipated that the employee will spend on each section, go to the bottom of the page and click on “Save & Continue” to go to the next page.
“Position Requirements” is the next section for the level of education and skills needed for the position. Select the level of Education and Experience that is necessary for the role by selecting from the available list.
 
 
Fill in the additional Required Qualifications necessary for the position along with any preferred qualifications that aren’t necessary to fulfill the requirements of the role but are desirable to perform the key accountabilities of the position. Once that is completed, click on the blue button at the bottom of the page labeled “Save & Continue” to go to the next page.
 
Fill in the information needed on the next page for “Requisition Information.” For the first field, if this position is replacing a previous position enter the name of the employee the position is replacing. If it is not intended to replace another position, enter “New Position” in this field. Next, fill in the title of the position that this new position will report to. Select from the drop down if the position can be performed remotely or hybrid, indicating the hybrid schedule in the schedule field. Select from the next drop down if this position is a new FTE. Fill in the scheduled number of months and hours a week, along with the location the new position will be working from.
 
 
 
 
 
Further down, select from the drop down if this is a term position or not. If this a term position, fill in the next field with the length of the position’s term. Select if the position is a grant funded position from the drop down, and whether or not the position is a union position. If the position is a union position, select the union from the next drop down, or select “Not a Union Position” if the position is not part of the union. Select if you have an identified hire from the next drop down and their name in the field below if there is one. You must have received approval from an HR Consultant about the identified hire; enter the date you spoke with them in the next field and their name or initials.
 
 
Fill in the next field with the name of the Department Contact for the position posting along with their phone number in the next field.
Fill in the Fiscal Contact name along with their phone number in the following fields. Check off the category the position will fall under in the next section.
When everything is complete, scroll to the bottom of the page and click on the blue “Save & Continue” button.
 
 
In the “Budget Justification” complete all required information.  If you are unsure of the answers, confirm with your division fiscal officer.
Fill in the chart string in the final field if your divisional process is one that requires this information be indicated on the DORR action.
Once complete, click on the blue button on the bottom of the page labeled “Save & Continue.”
 
 
For the “Recruitment Information” section, the fields will be used to assist Talent Acquisition in supporting the recruitment for the position.
Fill in the name of the Department Contact for recruiting inquiries and phone number. Fill in the name of the Department Contact’s name and phone number in the next two fields for cover letters to be addressed to.
For the background check, fill in the next field for who should be contacted with the results of the background check. Select what type of background check you would like completed from the drop down.
Then select the TA Consultant from the dropdown. The next three fields will be used for advertising the position. Fill in the Schedule (in particular if the position allows for hybrid work-presence) and Description sections before moving to the next section. The Description field is a great place to write a short paragraph about why a candidate could get excited about this position.
 
 
 
Add in any additional instructions for applicants if there is something you would like them to know that hasn’t been covered in other sections.
If there are search terms you would like to attach to the position, put other in the “Additional Search Words” field. Fill in the next field with either the Search Chair or Hiring Manager and use the field after to add the names of the Search Committee members.
Finally, select the level of service you require from the Talent Acquisition team before moving to the next section by clicking on “Save & Continue.”
 
 
The next section will be completed by Compensation.
 
The next section of “Position Documents” is for any documents to be added to the action. For all new positions, an org chart is required to be added. The optional documents can be used as needed. Click on “Save & Continue” to move to the final section.
 
The final section is “Applicant Documents.” Make any changes to this section based on what documents you want from applicants. Click on “Save & Continue” to finish filling out the action and move to review.
 

 

In the next field if the position was vacated due to the Retirement Incentive Offer and the title of that position is different, put the position title here. If this doesn’t apply, enter N/A. In the next field, write a brief description of the critical need duties to use as justification for the action.

 

In the next field, enter any other options that were considered besides the action that were discarded. In the next field, detail any risks to the organization of not filling this role. Finally, the last field should be filled with the name of the divisional approver.
After reviewing the action, move the action on to the next user type who should review the action before moving to Compensation. Review to make sure that all sections have a checkmark next to them to indicate all required fields are completed.
 
Go to the top right corner and hover over “Take Action on Action” to move to the next approver.
 
 
You are required to enter the amount of time you expect to collect applications prior to review. The amount of time you select from the drop down will be determined based on the posting date, at time of posting. This can be adjusted as needed throughout the search.
 
You are provided several options for selection. These options are based on best practices with recruiting staff - exempt, non-exempt, and Union positions. Help text is provided within the system to guide your decision; however, please reach out to Talent Acquisition should you have any questions on determining the best selection for your search.
 
 
A Straight Replacement action is a posting action that uses a position description as-is with no edits.
Until position descriptions are in the new format, an Existing Review and Recruit action should be used in order to copy information over from previous historical position descriptions.
The Straight Replacement action starts an action with very few editable fields.
 
Click on the three dots at the top left of the webpage and go to Position Management. Make sure you are under the User Group you would like to start the action under if you have multiple user types.
 
Click on “Position Descriptions” in the orange bar and select Staff for Staff Positions.
Search for the position you would like to post using either the position number or the title. Click on the title of the position and then select “Straight Replacement” on the right side of the screen to start the action.

Start at the “Position Information” section. First, if the drop down has not been updated, update on whether or not the position is a union position by selecting from the “Is this a Union Position? If so, Please Specify which Union” drop down.

 

Then, fill out the bottom two sections if anything has changed in the “Were any other options considered in meeting the work requirement represent by this position?” and “Please list any supporting comments or addition notes to Comp Team.”

 
 
 
 
Fill in the information needed on the next page for “Requisition Information” if the position hasn’t been updated into the new format. Some information has been migrated over, but there will be fields that need attention such as “Position Reports to” and “Can this position be performed remotely.” Click on “Save & Continue” to go to the next section.

In the “Budget Justification” complete all required information.  If you are unsure of the answers, confirm with your division fiscal officer.  Fill in the chart string in the field titled “account #” if your divisional process is one that requires this information be indicated on the DORR action. If there are multiple accounts for funding, you can add multiple sections with the builder field. Once complete, click on the blue button on the bottom of the page labeled “Save & Continue.”

For the “Recruitment Information” section, the fields will be used to assist Talent Acquisition in supporting the recruitment for the position.
Fill in the name of the Department Contact for recruiting inquiries and phone number. Fill in the name of the Department Contact’s name and phone number in the next two fields for cover letters to be addressed to.
For the background check, fill in the next field for who should be contacted with the results of the background check. Select what type of background check you would like completed from the drop down.
Then select the TA Consultant from the dropdown. The next three fields will be used for advertising the position. Fill in the Schedule (in particular if the position allows for hybrid work-presence) and Description sections before moving to the next section. The Description field is a great place to write a short paragraph about why a candidate could get excited about this position.
 
Click on “Action Summary” to review the action. Review to make sure that all sections have a checkmark next to them to indicate all required fields are completed. Hover over “Take Action on Action” to move to the next approver before sending to Compensation for review.

 

 
You are required to enter the amount of time you expect to collect applications prior to review. The amount of time you select from the drop down will be determined based on the posting date, at time of posting. This can be adjusted as needed throughout the search.
You are provided several options for selection. These options are based on best practices with recruiting staff - exempt, non-exempt, and Union positions. Help text is provided within the system to guide your decision; however, please reach out to Talent Acquisition should you have any questions on determining the best selection for your search.
 
 
 
An Existing Review and Recruit action is a posting action that uses a position description that may need some edits before sending the position to posting. To start an Existing Review and Recruit, follow the same basic steps as a New Position Description.
Click on the three dots at the top left of the webpage and go to Position Management. Make sure you are under the User Group you would like to start the action under if you have multiple user types.
Click on “Position Descriptions” in the orange bar and select Staff for Staff Positions.
 
 
Search for the position you would like to post using either the position number or the title. Click on the title of the position and then select “Existing Review and Recruit” on the right side of the screen to start the action.
On the “Position Details” section, fill in anything that needs to be updated, such as Position Title, Position Purpose, or Additional notes to the Compensation team.
On the “Key Accountabilities”, if the position hasn’t been updated since 2021, the Key Accountabilities will need to be updated to the new format. See the “Straight Replacement” section for instructions on how to do this. Otherwise, review this section for further guidance on appropriate updates within the action form for this action type.
The “Position Requirements” section may need to be updated if the position hasn’t been submitted for an action since 2021.
For the “Requisition Details” section there are fields that should be reviewed and updated for an Existing Review and Recruit. For example, The Current Incumbent’s first and last name or the name of the person the recruitment is replacing. The “Search Field” category should also be reviewed and updated if needed.
In the “Budget Justification” section, complete all required information.  If you are unsure of the answers, confirm with your division fiscal officer.  Fill in the chart string in the  field titled “account #” if your divisional process is one that requires this information be indicated on the DORR action. If there are multiple accounts for funding, you can add multiple sections with the builder field. Once complete, click on the blue button on the bottom of the page labeled “Save & Continue.”
The “Recruitment” tab should be updated for any search criteria that has changed for this position’s recruitment.
“Position Documents” should be updated with a new org chart.
“Applicant Documents” should be reviewed and updated with any documents that are needed from applicants.
Click on “Action Summary” to review the action. Review to make sure that all sections have a checkmark next to them to indicate all required fields are completed. Hover over “Take Action on Action” to move to the next approver before sending to Compensation for review.
 
 
You are required to enter the amount of time you expect to collect applications prior to review. The amount of time you select from the drop down will be determined based on the posting date, at time of posting. This can be adjusted as needed throughout the search.
You are provided several options for selection. These options are based on best practices with recruiting staff - exempt, non-exempt, and Union positions. Help text is provided within the system to guide your decision; however, please reach out to Talent Acquisition should you have any questions on determining the best selection for your search.
 
 
 
An Equity Review action is an action that is used to review a current employee’s salary as compared to market data and/or internal equity. A current copy of the employee’s resume is required and should be attached within the action. If the resume is not available, attach a summary of the employee’s experience and skill. No changes can be made to the position description. To start an Equity Review, follow  the same basic steps to start as the other action types.Click on the three dots at the top left of the webpage and go to Position Management. Make sure you are under the User Group you would like to start the action under if you have multiple user types.
Click on “Position Descriptions” in the orange bar and select Staff for Staff Positions.
 
Search for the position you would like to post using either the position number or the title. Click on the title of the position and then select “Equity Review” on the right side of the screen to start the action.
For an Equity Review, very few fields are available for editing. On the “Position Details” section, fill in the field labeled “Explain the reason for this equity review request” along with “Please list any supporting comments or additional notes to Comp Team” if necessary.
Review the information in the “Requisition Details” in case anything needs to be updated.
“Budget Information” can be updated if any changes have been made since the last action on the position description.
The “Salary Setting” fields should be filled in with the requested range for the current employee’s salary increase along with any departmental supporting comments for the rationale behind the request.
In the “Position Documents” section a current org chart needs to be attached along with the current employee’s resume.
Click on “Action Summary” to review the action. Review to make sure that all sections have a checkmark next to them to indicate all required fields are completed. Hover over “Take Action on Action” to move to the next approver before sending to Compensation for review.
 
 
 
A Reclassification action is an action that is used to update a position description, most often for the current incumbent of a role and the action is not posted. To start a Reclassification, follow the same basic steps as a New Position Description.
Click on the three dots at the top left of the webpage and go to Position Management. Make sure you are under the User Group you would like to start the action under if you have multiple user types.
Click on “Position Descriptions” in the orange bar and select Staff for Staff Positions 
Search for the position you would like to post using either the position number or the title. Click on the title of the position and then select “Reclassification” on the right side of the screen to start the action.
Reclassifications will follow the main steps of creating a New Position Description and can include updates to title, key accountabilities, and position requirements.
On the “Position Details” section, update any information that is changing such as title, or position purpose. Once everything is filled in, click on the blue button on the bottom of the page that says “Save & Continue” to go to the next page.
 
Next, add or update the Key Accountabilities for the role and enter the percentage of time anticipated that will be spent on each Accountability. If this position hasn’t be edited before 2021, the “Key Accountabilities” may need to be copied over. See the section on “Straight Replacement” for instructions on how to do so. To enter additional or multiple Key Accountabilities, click on the blue button on the bottom left labeled “Add Key Accountability Entry” for each additional accountability. In this section, to create bullets enter * with a space after it, and to create open nested bullets under solid bullets enter ** with a space after it under the header bullet.
Once you have added all the key accountabilities with the percentage of time anticipated for each responsibility, go to the bottom of the page and click on “Save & Continue” to go to the next page.
On the “Position Requirements” section select or update the level of Education and Experience that is necessary for the role.
Review the Required Qualifications necessary for the position and update with any changes, along with any preferred qualifications. Once that is completed, click on the blue button at the bottom of the page labeled “Save & Continue” to go to the next page.
 
For “Requisition Information,” fill in the information needed on the next page. For the first field, fill in the name of the current employee.
Fill in the scheduled number of months and hours a week, along with the location the new position will be working from if this information has changed.
 
Further down, select from the drop down to indicate whether the position is a term position or not. If this a term position, fill in the next field with the length of the position’s term. Select if the position is a grant funded position from the drop down, and whether or not the position is a union position. If the position is a union position, select the union from the next drop down, or select “Not a Union Position” if the position is not part of the union.
 
Fill in the next field with the name of the Department Contact for the position posting along with their phone number in the next field. Fill in the Fiscal Contact name along with their phone number in the following fields. Next, fill in the title of the position that this position reports to. When everything is complete, scroll to the bottom of the page and click on the blue “Save & Continue” button.
 
In the “Budget Justification” complete all required information.  If you are unsure of the answers, confirm with your division fiscal officer.  Fill in the chart string in the final field if your divisional process is one that requires this information be indicated on the DORR action. If there are multiple accounts for funding, you can add multiple sections with the builder field. Once complete, click on the blue button on the bottom of the page labeled “Save & Continue.”
The “Salary Setting” fields should be filled in with the requested range for the current employee’s salary increase along with any departmental supporting comments for the rationale behind the request.
Add any useful documents in the “Position Documents” section. For all positions, an org chart is required to be added. The optional documents can be used as needed. Although it is not required, a resume or summary of the employee’s experience and skill is preferred can be added to assist with salary setting. Click on “Save & Continue” to move to the final section.
After reviewing the action, move the action on to the next user type that your division or department requires for review of the action before moving to Compensation. If there are no other reviews required, move the action to Compensation.
Go to the top right corner and hover over “Take Action on Action” to move to the next approver.
 
 
The process for the Temporary actions is nearly the same as the Staff actions.
Click on the orange button on the top right side of the webpage labeled “Create New Position Description”
Fill in the title of the new Position and select the Division and Department the new position will be in.
Once everything is filled in, click on the blue “Start Action” button to continue.
 
The first section is “Position Information.” There is a field for “Position Code” that will be filled in by Compensation. The Position Title will populate from the previous screen and Compensation will set the “Standard Title.” Fill in the “Department this Position Reports to” field; the “Department” field will fill in from the previous screen.
Fill in the “Position Purpose” field with information about the reason for the position in the organization. This should be a succinct summary explanation of the essential function(s) of the role. Please don’t add descriptions that don’t relate directly to the purpose of the role, but consider that this field is searchable from the applicant portal and you might want to choose your wording to maximize findability. Then fill in the next field with other options that were considered before settling on creating the new position. The next section is used for any comments you wish to send to the Compensation team about the action.
Once everything is filled in, click on the blue button on the bottom of the page that says “Save & Continue” to go to the next page.
 
The next section is “Key Accountabilities.” Fill in the Key Accountabilities for the role and enter the percentage of time anticipated that will be spent on each Accountability. In this section, to create bullets enter * with a space after it, and to create open nested bullets under solid bullets enter ** with a space after it under the header bullet (this will only work if you have a * bullet first and will create open bullets underneath) such as :
* Leads project meetings
     ** Presents topics on a cross divisional basis to ensure stakeholder alignment on outcomes
 
Once you have added all the key accountabilities with the percentage of time anticipated that the employee will spend on each section, go to the bottom of the page and click on “Save & Continue” to go to the next page.
 
“Position Requirements” is the next section for the level of education and skills needed for the position. Enter the level of Education and Experience that is necessary for the role by filling in the Required Qualifications section. Any qualifications that are not necessary to fulfill the requirements of the role but are desirable should be entered in Preferred Qualifications. Once that is completed, click on the blue button at the bottom of the page labeled “Save & Continue” to go to the next page.
 
Fill in the information needed on the next page for “Requisition Information.” For the first open field, if this position is replacing a previous position enter the name of the employee the position is replacing. If it is not intended to replace another position, enter “New Position” in this field. Fill in the scheduled number of months and hours a week, along with the location the new position will be working from.
Further down, select if you have an identified hire from the next drop down and their name in the field below if there is one. If you spoke with an HR Consultant about the identified hire, enter the date you spoke with them in the next field and their name or initials.
Fill in the next field with the name of the Department Contact for the position posting along with their phone number in the next field. Fill in the Fiscal Contact name along with their phone number in the following fields. At the end of the page, fill in the “Reports To” field with the title of the position this position will report to. When everything is complete, scroll to the bottom of the page and click on the blue “Save & Continue” button.
For the “Recruitment Information” section, the fields will be used to assist Talent Acquisition in supporting the recruitment for the position.
Fill in the name of the Department Contact’s name and phone number in the first two fields for cover letters to be addressed to. For the background check, fill in the next field for who should be contacted with the results of the background check. Select what type of background check you would like completed from the available list. Then select the HR Recruiter from the dropdown. The next three fields will be used for advertising the position. Fill in the Schedule (in particular if the position allows for hybrid work-presence), Advertisement Text along with and Addition Search Words applicants would use to find the position. The Advertisement Text field is a great place to write a short paragraph about why a candidate could get excited about this position. Move to the next section by clicking on “Save & Continue.”
In the “Budget Justification” complete all required information.  If you are unsure of the answers, confirm with your division fiscal officer.  Fill in the chart string in the final field if your divisional process is one that requires this information be indicated on the DORR action. Once complete, click on the blue button on the bottom of the page labeled “Save & Continue.”
The next section is “Applicant Documents.” Make any changes to this section based on what documents you want from applicants. Click on “Save & Continue” to move forward.
The next section of “Supplemental Documents” is for any documents to be added to the action. For all new positions, an org chart is required to be added. The optional documents can be used as needed. Click on “Save & Continue” to review the next section.
 
The next section will be completed by Compensation.
 
Click on “Save and Continue” to review the action as a whole.
After reviewing the action, move the action on to the next user type who should review the action before moving to Compensation. Review to make sure that all sections have a checkmark next to them to indicate all required fields are completed.
Go to the top right corner and hover over “Take Action on Action” to move to the next approver.
 
A Straight Replacement action is a posting action that uses a position description as-is with no edits. To start a Straight Replacement follow the same basic steps as starting the other action types. 
Click on the three dots at the top left of the webpage and go to Position Management. Make sure you are under the User Group you would like to start the action under if you have multiple user types.
 
Click on “Position Descriptions” in the orange bar and Temporary to create a temporary position.
 
Search for the position you would like to post using either the position code or the title. Click on the title of the position and then select “Straight Replacement” on the right side of the screen to start the action.
 
The only sections that need to be filled out are the “Budget Information” and “Recruitment” section for this particular search. Fill in any fields that need to be updated for this search (such as Hiring Manager, Initial Application Review, What services are you seeking for Talent Acquisition, etc.)
 
Click on “Action Summary” to review the action. Review to make sure that all sections have a checkmark next to them to indicate all required fields are completed. Hover over “Take Action on Action” to move to the next approver before sending to Compensation for review.
 
 
 
Home Page for the Applicant Tracking Module:
Core Functions of the Applicant Tracking Module
Home: Managing your Inbox which displays all items requesting your attention and your Watch List which displays any requests you selected to watch when you created or approved the Action (position requests and postings) for quicker access.
Postings: Hover over ”Postings” and click “Staff” or “Temporary” to view active, historical, and internal postings
 
 
1. Verify that you are in the ‘Applicant Tracking’ module (blue banner bar) and logged in under the ‘Applicant Manager’ user group (upper right hand corner). Hover over ‘Postings’ and click ‘Staff’ or ‘Temporary’.
2. To search for current Postings, utilize the search categories shown below:
3. Click on ‘More Search Options’. Enter position title, number, date range, or select workflow state or department and click search (TIP: If you are looking for a position that is assigned to your department and you are unable to initially locate it, proceed to the Workflow State drop down and click ‘select all’ and then search). Click ‘Hide Search Options’ to hide these selections.
4. Once you have located the Posting, hover over the ‘Actions’ menu button and choose ‘View Posting’
Note: You can go directly to View Posting or View Applicants. You can also click the Watch button which will add the posting to your home page for quick access.
5. To view each tab within a posting, click on each respective tab
 
 
Verify that you are in the ‘Applicant Tracking’ module (blue banner bar) and logged in under the ‘Applicant Manager’ user group (upper right-hand corner). Hover over ‘Postings’ and click ‘Staff’ or ‘Temporary’.
 
1. To view an individual’s application and documents (resume, cover letter, etc.): a. Select the "Applicants" tab in the posting. b. Click on the applicant’s last name, which will take you directly to their application, and if the applicant has submitted supplemental documents, those links will be located at the bottom of the application page.
NOTE: You can generate a PDF of all the applicant's materials (application, resume, cover letter, etc.) directly from the bottom of the application page, by clicking Generate next to Combined Document. 
2.  On the Applicants tab, to view just an applicant’s individual documents (resume, cover letter, etc.):
                a. Under Documents, click on which document you would like to view.
3. To download multiple applications and documents, select multiple applicants by checking the boxes to the left of the applicant names. Hover over the big Action’s drop down in the orange block, a drop down will appear, and you will choose the Download Applications as PDF option.
4. The next screen will ask you to select the documents you would like to include, choose your selection and click submit.
 
5. The file will then be generated and can be downloaded as a PDF.
 
 
Once you are on the ‘Summary’ tab of the posting, go to the top right-hand corner and click on View Guest User Credentials to view the username and password for guest users.
NOTE: Please view section in Accessing DORR section on how to gain Guest User Access
 
 
- Go to "Attachments" in the bottom right corner of this article to download full version of the visio above.
- Go to "Attachments" in the bottom right corner of this article to download full version of the visio above.
 
Before making any changes to applicant statuses, please familiarize yourself with the purpose of this practice.
 
Option 1 – Manual Process, one by one
1. Verify that you are in the “Applicant Tracking” module (blue banner bar) and logged in under the “Applicant Manager” user group (upper right-hand corner).
 
2. Click on “Postings” and select “Staff” or “Temporary”.
 
3. Locate the posting and hover over the “Actions” menu and choose “View Applicants”.
 
4. On the specific row for each applicant, hover over the “Actions” menu and select “View Application”.
 
5. Select ‘Take Action on Job Application’ in the right-hand corner and from the dropdown menu select the "Workflow Action" you wish to select for the applicant.
Option 2 – Bulk Transition
1. Verify that you are in the “Applicant Tracking” module (blue banner bar) and logged in under the “Applicant Manager” user group (upper right-hand corner).
 
2. Click on “Postings” and select “Staff” or “Temporary”.
 
3. Locate the posting and hover over the “Actions” menu and choose “View Applicants”.
 
4. Click the check box to the left of each of the applicants you would like to move.
 
5. Hover over the large Actions dropdown in the orange box, and select 'Move in Workflow.' If that option is not available, you might want to check these steps first.
 
6.  Under Change for all applicants, choose the workflow state from the dropdown. NOTE: The ‘Current State’ of the applicants must be the same. If not, you will have to change them individually, under the New State drop down for each applicant.
7. If applicable, for the ‘Not Hired’ option, select the appropriate reason from the drop-down menu and then save changes.
9. A blue banner will appear at the top of the page if successful. It may take several minutes for the new workflow states for the candidates to appear.
 
 
Follow the links below for a full list of disposition codes:
 
 
 
In each candidates applicant portal account, they are able to see their submitted and draft applications. They are also able to see the status of each application.
Below is a list of the workflow states for the Posting and Candidate and what will show for the candidate on their applicant portal account.
 
 
 
1. Verify that you are in the “Applicant Tracking” module (blue banner bar) and logged in under the “Applicant Manager” user group (upper right-hand corner).
 
2. Click on “Postings” and select “Staff” or “Temporary”.
3. Locate and click on the Position Number or Position Title to open the posting.

4. Click on ‘Take Action On Posting’ option on the top right hand corner and select the ‘Closed/Removed from Web’ option in the Workflow Actions section from the drop-down menu.
5. A Take Action box will open, add optional comments and then click submit.
6. You can confirm the state of the position on the Posting page
 
NOTE: As an Applicant Manager, once you move a position to Closed/Removed from Web you are not able to repost the position. If a position needs to be reposted, please contact Talent Acquisition.
 
 
1. Verify that you are in the “Applicant Tracking” module (blue banner bar) and logged in under the “Applicant Manager” user group (upper right-hand corner).
 
2. Click on “Postings” and select “Staff” or “Temporary”.
3. Locate the posting and click the ‘Actions’ menu and choose ‘View Applicants’.
4. Click on the applicant’s name. If the applicant is not already at the applicant status ‘Recommend for Hire’ you must change their applicant workflow status to Recommend for Hire by clicking the box next to the candidate’s name. Clicking Actions in the orange box, select Move in Workflow, select ‘Recommend for Hire’ and then Save Changes.
 
5. Once the applicant is at the status ‘Recommended for Hire’, click on their last name to open their application. On the right hand corner under ‘Take Action on Job Application’ and select ‘(+) Start Hiring Proposal’.
 
6. Then click on ‘Start Hiring Proposal’.
 
7. There are four sections that make up the Hiring Proposal: A. Hiring Proposal & Salary Setting B. Salary Information C. Justification of Finalist D. Internal Documents
A. Hiring Proposal & Salary Setting
Required Questions:
  • How are references being completed?
    • Please choose the option in the drop-down box.
  • If the employment reference checks are being completed by someone other than yourself, please provide that name.
    • Provide name in text box.
  • I certify that professional employment references are in process and being checked for this candidate, or have already been completed.
    • Checking references includes speaking with the most recent supervisor and two additional professional references. Copies of notes from the reference checks will be maintained permanently in the supervisory file.
  • Salary Setting Contact
    • List name of department contact who can be contacted if there are questions on the salary section portion of the Hiring Proposal
After completing the required fields, click on the Save & Continue box at the top or bottom of the page to continue.
 
B.  Salary Information
 
The Salary Information tab lists the approved Hiring Range Minimum and Maximum and comments provided by Compensation.
Required Questions:
  • Minimum Salary Requested
    • Provide the minimum salary requested.
  • Maximum Salary Requested
    • Provide the maximum salary requested.
  • Department Supporting Comments
    • Provide any supporting comments that the Compensation team should take into account when reviewing the requested salary and candidate qualifications.
After completing the required fields, click on the Save & Continue box at the top or bottom of the page to continue.
 
C. Justification of Finalist
The Justification of Finalist tab serves as documentation of a compliant search.
Required Question:
  • Provide a brief summary justifying your choice of finalist. Include a summary of the search and how you came to the outcome of choosing this finalist.
    • Included should be a narrative of selection process and the strengths (deciding factors) of the finalist chosen, keeping in line with qualifications. The information provided will be reviewed by Talent Acquisition to confirm a compliant search was conducted.
  • Information that will help Talent Acquisition’s review includes:
    • # of Applicants Reviewed
    • Deciding factors to achieve “long list”
    • # of Phone Screens (Initial Interview)
    • Deciding factors to achieve “short list”
    • # of Interviews & with whom they interviewed (position titles, please do not use names)
    • Deciding factors for coming to outcome of finalist selection
After completing the required fields, click on the Save & Continue box at the top or bottom of the page to continue.
 
D. Internal Documents
The Internal Documents page is optional, this gives the department an option to upload search documents such as evaluation of candidates and interview questions and notes.
You can upload a document from your computer, choose a document that has already been uploaded, or create a document using the system's built-in document editor.
Select or create the document you need and select Submit. Save your changes.
 
After completing or skipping this step, click on the Save & Continue box at the top or bottom of the page to continue.
8. After completing all the information on the tabs, you will be on the Hiring Proposal Summary tab.  On this tab you can review all the information you entered for accuracy prior to taking action.
 
NOTE: To save this request and submit later, please select ‘Keep working on this hiring proposal’ under ‘Take Action on Job Application’ on the top right-hand corner.
If the information in the hiring proposal is correct and complete, you will need to move it to the next workflow state by selecting ‘Set Hiring Proposal (move to Set Salary)’ and then clicking on ‘Submit’, this will send the Hiring Proposal to Compensation to start the review process and Talent Acquisition will initiate a Skill Survey for the candidate if requested in the Hiring Proposal.
 
9. Once Compensation has completed the Set Salary review, an email will be sent to the Applicant Manager notifying them it has been completed. For staff positions, Talent Acquisition will be notified to start reviewing the Justification of Finalist and a compliant search process. The Skill Survey and additional follow up calls to references must be completed before TA approves the hiring proposal. TA will also ensure the majority of other candidates in the pool have been dispositioned and sent the proper follow up communication. An offer cannot be extended until the review by Talent Acquisition is completed!
 
10. When approved by Talent Acquisition, they will transition the hiring proposal to ‘Extend Verbal Offer’, an email will be sent to the Applicant Manager notifying them. A verbal offer can be extended at this stage.

11. As Applicant Manager, if the verbal offer was accepted please transition the hiring proposal to “Move to Begin BGC ( Move to Offer Accepted, Begin Background Check)”. This will notify HR Operations to submit a background check for the candidate. If the offer was not accepted, move the hiring proposal to ‘Cancel (Move hiring proposal to Canceled)”. After this is done, please disposition the application to Not Hired, and choose the appropriate reasoning for declining.

12. With an accepted offer, it is time for the Applicant Manager to Close/Remove the Posting from the Web—if not done so already—and move all remaining candidates to the ‘Not Hired’ workflow state.

13. Once the background check has been submitted to the candidate, HR Operations will transition the Hiring Proposal to ‘Background Check In Progress”.

14. If any questions arise regarding the findings, HR Operations will follow up with the person noted as the “Department Contact for Background Checks” in the posting. 

15. Once the background check is completed, HR Operations will transition the Hiring Proposal to ‘Background Check Completed/Hire Approved’. This step will also transition the candidate workflow state to “Hired” and Talent Acquisition will move the position to Filled, unless otherwise indicated by the department.

 
Staff:
(Temp hiring proposals workflow do not include Talent Acquisition and move from Compensation directly to Begin Background Check)
- Go to "Attachments" in the bottom right corner of this article to download full version of the visio above.
 
 
 
Now that the hire is approved, its time to start thinking about next steps!
 
PA Smart Form
If you haven’t already, now is the time to submit the PA Smart Form. Payroll Authorizations (PAs) are used to establish a new employee, make changes to the information of an existing employee, or end employment of an existing employee. Any questions on submitting PA’s should be directed to your Finance Center representative.
 
Onboarding
Talent Acquisition has compiled numerous onboarding documents that are designed to guide a manager through effective onboarding of a new employee and set the new employee up for success in their new position
 
 

  Pulling Position Descriptions 

  1. Select the three dots in the upper left hand corner and select Position Management.

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  1. Select Position Description and select Staff.

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  1. Enter the Position Number into the search field and select Search.

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  1. Select the Position Title that has the most recent Created Date. If you don’t have the “Created Date” column, add the column using the “More Search Options” drop-down.

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  1. Scroll down to the Requisition Details to find the Effective Date of the position.

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  1. Select Reports from the ribbon. 

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  1. Select the Report that matches the Effective Date of the position.

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  1. Print the Report as a PDF.
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